Project/Event Planner 

Go Beyond: ​Lesson Plans To Plan an Event 

 
Event Name:   Team- Empowering the Youth of Tomorrow (E.Y.T.) 
 
● Food Pantry Kick Off (B-Weekly Community Outreach) 
● Staff vs. Student Basketball Fitness Game  
● Healthy Eating/Smarter Lunchroom Improvement (On-going) 

Event Date (s):   ● October 9th, 2019 

● October 11th, 2019 
● November 22nd, 2019 

Location(s):  ● John Muir Middle School- Front of school 

● Leadership Meeting Class, School Cafeteria 
● Girl’s Gym 

Description:   E.Y.T has organized and participated in creating these events to 
promote health and fitness awareness for our community. 

Purpose:  Our purpose in planning these events is to ensure that every family in 
our community has access to nutritious food choices and maintain a 
strong and healthy body. 

Time of  ● Food Pantry Operations- 3:00 pm, after school, in front of John 
Event:  Muir Middle School ,on 2nd & 4th Thursdays. 
● Smarter Lunchroom Collaboration-Monthly @10:30 a.m. 
● Staff vs. Student Basketball Fitness Game- Friday, November 
22nd at 2:00pm ,in the girls gym 

# of Guests:    
● Food Pantry Kick Off (B-Weekly Community Outreach)- 65 
families and counting 
● Staff vs. Student Basketball Fitness Game - 230 students and 20 
staff members 
● Healthy Eating/Smarter Lunchroom Improvement Meeting 
(On-going)- 16 students and 4 adults (to benefit John Muir’s 
student body by increasing the number of students who 
participate in the school lunch program. 
 
Special  ● Families from the community 
Guests:   ● Consuelo Cid MPH, from Sustainable Economic Enterprises of 
Los Angeles.  
● Boys and Girls Club Staff, Beyond the Bell Staff 

Materials  Food Pantry​ (Bi-Weekly Community Outreach)- Plastic bags, fruits, 

Needed for  vegetables, canned foods, cereal, beans, posters, rice, and pasta. 
Event:   
Staff vs. Student Basketball Fitness Game​- Basketballs, Jerseys, wrist 
bands, team recruits, snacks, Infused water station, reserve the Girl’s 
Gym, music & speaker, scoreboard and referees 
 
Healthy Eating/Smarter Lunchroom Improvement Collaborative​- 
Posters, Canva Graphic Design website, markers, menus, colorful 
graphics of food items 
 
 
 
 
3-4 Months Before the Event 
 
  Person   
Activity  Responsible   Due Date 

Food Pantry​- Calendar dates for food drop off and  Leadership/Girls  2nd/4th 
food distribution, organize the food into other bags to  Build Team  Thursday 
have more to distribute, and find a spot to distribute   
the food.   
   
Staff vs. Student Basketball Fitness Game-​ Calendar a  November 
date, write and distribute wristbands to students,  22nd 
recruit players and dancers, and make a poster for the   
Infused Water Station.   
   
Healthy Eating/Smarter Lunchroom Improvement  December 
(On-going)​- identify the event date, confirm  5th  
equipment needs for our guest  

Hold planning meeting for event goals and details  -3 times per   N/A 
(How often? When? Where?).  Week: 
Mon.,Weds., Fri. 
Staff vs. Student Basketball Fitness Game: ​Establish  Ms. Enoex-photos  November 
job ​responsibilities​ (see example) - consider publicity,  K. Williams-greeter  22nd 
Leadership/Girls Build 
spokesperson, photographer, greeters, runners, etc.  Team-runners 
 

Determine funding and budget (are these schools  G.O, B.M, G.R,  On-going 
approved?).  B.L 

Healthy Eating/Smarter Lunchroom Improvement:  L Hamilton   (Monthly) 

Reserve date on key attendees’ calendars.   
 

Staff vs. Student Basketball Fitness Game: ​Reserve     

event space - follow school protocol for reserving  K Williams   
space and getting on school calendar.      
November 
8th 
 
 
 

Determine the event date and reserve venue  Girls Build Team  -​Two 
-Food Pantry  weeks 
-Staff vs. Student Basketball Fitness Game   prior 
-Healthy Eating/Smarter Lunchroom Improvement   
(On-going)   
 

Confirm speakers and speakers’ needs.   Girls Build Team  Two 

Needs: 1  weeks 
Microphone  prior 
Projector 
Speaker 
Screen 

Determine guest list - gather contact information (Who  Leadership/Girls  Several 

are you inviting? How will they be contacted?)  Build Team  days 

Discuss communication and promotion strategy - how  Announcements,  Mondays 

will you publicize and let the audience know?  flyers, and posters 

Website: Add an ‘Events’ page on your Weebly site  Group #1 and #4  Monday,
with information about your event.  Weds, and 
Friday 
 
Notes: 
 2-3 Months Before the Event 
 
  Person   
Activity  Responsible   Due Date 

Create and print or email save-the-date cards,  Girls Build  1 week 

invitations, and related materials (i.e. map, etc).  Team/Leade prior 
rship 

Meet with Project Manager and Social Media Manager  Media  1 week 
to discuss publicity.  Team/L.  prior 
Hamilton   

Draft program agenda.  ​ ood 

F  
Pantry Kick 
Off 
(B-Weekly 
Community 
Outreach)- 
L. Hamilton 
Staff vs. 
Student 
Basketball 
Fitness 
Game- K. 
Williams 
Healthy 
Eating/Smar
ter 
Lunchroom 
Improvemen
t- 

Determine signage requirements (directional,  L. Hamilton   

backdrops, etc.). 

Determine on-site registration procedures, including  Teachers   

ushers. 

Book event with caterer and establish preliminary menu /     

Determine if food will be served. 

Contact Transportation for parking assistance at your  No  No date 

venue.  assistance 

     
 Contact vendors as required for rentals such as: tents,  Tech team   
stage, podium, chairs, tables, AV equipment (sound, 
lighting, projector, computers, etc), flowers, plants, other 
decorations. 
 
Notes: 
 
 
 
 
 
 
 
 
 
4 Weeks Before the Event 
 
  Person   
Activity  Responsible   Due Date 

Arrange for photographer.  Group #3 &   

4 

Approve final agenda and run of show.  All groups   

Draft script or talking points for speakers.    All groups   

Work with Project Manager and Social Media Manager  All Groups   
on copy for publicity (on your Weebly site and other 
channels). Tell LA Promise Fund/ Girls Buildstaff about 
your event! #GirlsBuild @lapromisefund 

Meet with vendors on site, follow up on all orders.    Ms.Hamilton   

Consider site preparation (wifi needs, special cleaning,  Mr.Felix   

equipment, and trash removal). Contact the venue staff   
for assistance.  Mr.C 

Prepare event signage.   Group #3  3/6/19 

Send electronic invitations.  Ms.Hamilton   

 Recruit volunteers to help with setup and clean-up on  Mr.Felix   
the day of your event.  Mr.C 
Ms.Qnix 
Ms.Ramirez 
Mr.Cabrera 
 
Notes: 
2 Weeks Before the Event 
 
Activity  Person  Due Date 
Responsible  

Review staffing assignments for day of event. This  Mr.Felix   

includes volunteers helping with your event.  Mr.C 
Ms.Qnix 
Ms.Ramirez 
Mr.Cabrera 

Meet on-site with operational staff such as transportation  Mr.Felix   

officials, A/V, Wifi setup, and volunteers to discuss  Mr.C 
responsibilities. 

Meet with caterer on site to discuss setup and final     

menu. 

Send out attendance update to planning team/key  Ms.Hamilton  No date  

players. 
 
Notes: 
1 Week Before The Event 
 
Activity  Person  Due Date 
Responsible  

Review catering order and headcount.     

Print programs, name badges, seating charts, place  Ms.Hamilton   

cards, signage, etc.    Ms.Enoex 

Confirm arrangements with vendors.  Ms.Hamilton   

Create run of show (from set-up to clean-up.  All Groups   

 Assign 2-3 floaters that will oversee all the different  1   
areas of your event and establish communication 
strategy for the day (texting, walkie talkies, etc.) 
 
Notes: 
 
 
24 Hours Before the Event 
 
Activity  Person  Due 
Responsible   Date 

Contact caterer to verify all arrangements.     

Confirm security requirements.    No security  No 

needed  Date 

Ensure tent, chairs, tables, stage, podium are in place.    Ms.Hamilton   

Send reminder email to your volunteers and guests.  Ms.Hamilton   

 
Notes: 
 
 
 
 
 
 
 
Day of the Event 
 
Activity  Person  Due Date 
Responsible  

Begin setup at least 2 hours before your event. This  All Groups   
includes setup of chairs, tables, podium, food, water,   
check-in table, signage, etc. 

Arrange printed material, nametags, etc. on registration  No one   

table and make sure at least one person is there at all 
times. 

Check sound and lighting equipment with vendor(s).   None   

 Ensure space and hook-ups are available for media.     

Ensure decorations are in place.  No   

decorations 

Place water at podium.  No water   

 
Notes: 
 
1-3 Days After the Event 
 
Activity  Person  Due Date 
Responsible  

Write thank you notes to speakers, volunteers, staff and  All groups   
others as appropriate. 

Complete written evaluation of the event with  All groups  No date 

suggestions for future events. 

Coordinate event story and photographs with Social  Group#4   

Media Manager. 

Make sure all vendors are paid.  Ms.Hamilton   

Add images to the website.  Group #4  Every day 

of the 
week. 

Write up a description about the event for the website.  Group #3   
 
Notes: